GENERAL STATEMENT OF DUTIES:

The Administrative Assistant II for the Office of Academic Affairs performs high-level administrative duties to the Provost and Vice President for Academic Affairs and Associate Vice President for Academic Affairs. Responsibilities include complex administrative duties requiring a significant degree of confidentiality, skill, reasoning, ability, understanding, independent judgment, decision-making, supervisory skills, and general knowledge of all departments of the university.

Please review the Administrative Assistant Series classification for additional information on this position.

SUPERVISION EXERCISED:

None

SUPERVISION RECEIVED:

Provost and Vice President for Academic Affairs and Associate Vice President for Academic Affairs

EXAMPLES OF SPECIFIC DUTIES AND RESPONSIBILITIES:

• Maintains a high level of confidentiality associated with the sensitive nature of duties and responsibilities of the Provost & VP and AVP. Has significant access and exposure to confidential information concerning labor relations matters, management's position on personnel matters, and advance knowledge of employer's collective bargaining proposals.
• Provides comprehensive support for the Provost & VP and the AVP by:
• Overseeing the management of calendars and travel, including all required paperwork.
• Acting as first contact and appropriately screening calls and appointments.
• Handling internal and external phone and selected mail and e-mail inquiries.
• Drafting, reviewing, and editing documents.
• Processes requisitions for office supplies and equipment, print orders, and honoraria for university guests.
• Coordinates, attends, and records minutes for various Academic Affairs-related meetings (e.g., Provost's Council, Deans Council, meetings of Chairs and Program Coordinators, the Academic Affairs Subcommittee for the Board of Trustees, and the Committee on Tenure)
• Coordinates monthly Academic Affairs updates to the President for the Board of Trustees.
• Organizes major annual events which includes working closely with other departments on campus to coordinate logistics.
• Organizes and maintains all files (paper and electronic).
• Develops and implements office procedures that enhance the efficiency and effectiveness of the division, especially through the use of electronic communication, storage, and collaboration technology and platforms.
• Handles challenging and stressful situations with poise when deadlines must be met or when personnel issues and/or conflicts occur.
• Assists in training work-study students employed in the Office of the Provost throughout the academic year.
• Makes updates to the Academic Affairs website.
• Participates in various committees as needed (e.g., search committees).
• Other duties as assigned.

WORKING CONDITIONS:

Professional Office Environment

MINIMUM QUALIFICATIONS:

Applicants must have at least (A) three years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management, the major duties of which include one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration or program management, or (B) any equivalent combination of the required experience and the substitutes below.
Substitutions:

• An Associate's degree or higher with a major in business administration, business management, or public administration may be substituted for a maximum of two years of the required experience.*
• An Associate's degree or higher with a major other than business administration, business management, or public administration may be substituted for a maximum of one year of the required experience.*
• Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.
Additional Information:

This is a full-time, non-exempt, benefits-eligible position in the American Federation of State, County, and Municipal Employees (AFSCME) bargaining unit with a title of Administrative Assistant II. The bi-weekly pay rate is $2,034.87 (grade 17, step 1).

It is the policy of Framingham State University that all employees be vaccinated against COVID-19 before they begin employment. Proof of the COVID-19 vaccine is required of all individuals hired by FSU, to be verified after a verbal offer of employment has been accepted, and before employment begins. Prospective employees may submit a request for a medical or religious exemption to the COVID-19 vaccination requirement to Human Resources.

Framingham State University conducts criminal history and sexual offender record checks on recommended finalists prior to final employment for all positions.

Framingham State University is an equal opportunity/affirmative action employer.

Members of underrepresented groups, minorities, women, veterans, persons with disabilities, and all persons committed to diversity and inclusive excellence are strongly encouraged to apply.